Executive Assistant to the Board and CEO

Reports to: Chief Executive Officer (CEO)

Hours: Full-time, 37.5 hours per week

Salary: Band D: £31,230.84 - £32,448.83 per annum (FTE)

Contract:  Permanent

Location: Remote (with occasional travel across UK)

Benefits: A generous package including 34 days holiday per year including public holidays, pension scheme with 4% employer contribution, Cycle2Work scheme, 365 days a year Employee Assistance Programme, enhanced family leave policies, paid annual wellbeing day, eye care voucher, length of service award.

We are SafeLives, the UK-wide charity dedicated to ending domestic abuse, for everyone, for good. 

We work with organisations across the UK to transform the response to domestic abuse. We want what you would want for your best friend. We listen to survivors, putting their voices at the heart of our thinking. We look at the whole picture for each individual and family to get the right help at the right time to make families everywhere safe and well. And we challenge perpetrators to change, asking ‘why doesn’t he stop?’ rather than ‘why doesn’t she leave?’ This applies whatever the gender of the victim or perpetrator and whatever the nature of their relationship. 

Last year alone, we delivered more than 700 sessions to over 15,000 learners across the UK in policing, health, housing, justice, education and the specialist sector. And we have reached 90,000 adult and 100,000 child survivors through programmes designed and delivered with partners. 

In the last 9 years, close to 7,000 perpetrators have been challenged and supported to change through flagship interventions developed by our Drive Partnership and the programme continues to expand year on year. 



Together we can end domestic abuse. Forever. For everyone.

Reporting to the CEO, this role plays a pivotal role in ensuring the smooth operation of SafeLives mission by supporting the board of Trustees along with the CEO to navigate a complex landscape of responsibilities and initiatives. This role will represent the charity working with senior stakeholders internally and externally, support with governance and compliance and deal with senior executives across the charity sector, government, business and philanthropy. 

1. To be the main point of contact for the Board of Trustees and the sub-committees.  Tasks will include:

• Diary management of meetings and tracking of attendees.
• Providing the board with papers in line with timelines ensuring accuracy and alignment with actions arisings from previous meetings
• Attendance at the board meetings, providing accurate and timely notes and distributing and filing the finalised version.
• Supporting with actions arising.
• Ensuring that board governance is in line with Charity Commission Governance.
• Support the CEO with the collation and management of conflicts of interests and the coordination of policies and other documents that the board need to approve.
• Provide support to the sub-committees of the Board including diary management, attendance at meetings and note taking.
• Take minutes at the Leading Lights Panel meetings.

2.    To pro-actively organise the CEO to ensure that they are making the best use of their time, including but not limited to:

• Prepare and review documents, reports, and presentations for the CEO ensuring accuracy and professionalism.
• Managing an inbox, diaries and organising meetings, acting as first point of contact.
• Taking the lead on the administration of key meetings, including scheduling meetings, supporting preparation, minute taking, and follow up.
• Handle sensitive and confidential information with diplomacy and tact in line with GDPR.
• Take the lead to organise travel arrangements, meeting rooms and associated logistics for the CEO as needed against allocated budgets by negotiation best rates.
• Assisting with events and conferences.

3.    Manage databases and filing systems that support the board and CEO.

4.    Implement and maintain procedures/administrative systems as directed by the Board and CEO.

5.    To engage in a constructive and effective way with all survivors of abuse, via calls, Pioneer interaction, colleagues and any other interaction we have in our day-to-day work.

6.    Maintain an accurate and secure audit trail of all relevant communication and ensure that all work is compliant with data protection law

7.    Undertake any other duties as may reasonably be required.

1. Strong problem-solving abilities and abilities to understand the political landscape of SafeLives.
2. Ability to handle sensitive information with care and discretion.
3.  Ability to communicate externally such as media and use initiative to escalate calls to the appropriate department.
4. Ability to manage allocated budgets for travel and events.
5. Experience of providing Personal Assistant support at a senior level, including writing clear and accurate correspondence, minutes and papers appropriately tailored to the audience.
6. Excellent management skills with the ability to prioritise internal/external demands.
7. Experience of taking minutes for senior executives in line with timelines and with a high level of accuracy.
8. Excellent organisational skills with the ability to multi-task and prioritise.
9. Excellent communication skills both verbal and written.
10. Excellent digital skills, including familiarity with Office 365 including Excel, Word and PowerPoint; SharePoint and CRM systems.
11. Good understanding of IT equipment such as laptops and phones.
12. Proactive interpersonal skills both face to face and utilising technology.
13. Self-starter with the ability to use initiative and judgement in dealing with staff and outside contacts without direct supervision.
14. Proven ability to maintain confidentiality and be discreet at all times as well as maintain a professional, courteous and calm manner.

Delivering Quality

• Uses initiative and judgement to solve problems and improve processes.
• Manages multiple priorities effectively and maintains high standards of accuracy.
• Actively seeks feedback and development opportunities. 

Teamwork

• Works collaboratively and supports colleagues during busy or challenging periods.
• Values wellbeing of self and others and recognises when support is needed. 

Communication & Relationship Management

• Builds positive working relationships with colleagues at all levels.
• Communicates clearly, respectfully and with empathy.
• Tailors communication to different audiences and contexts.

Influence

• Demonstrates integrity, honesty and fairness in all interactions.
• Encourages collaboration and values contributions from others. 

Innovation and creativity

• Identifies opportunities for improving HR processes and practices.
• Willing to try new approaches and technologies and ways of working. 

Self-management

• Plans work effectively and takes ownership of delivering high‑quality outcomes.
• Remains flexible and solutions‑focused when dealing with challenges.

Goal orientation

• Understands how their role contributes to SafeLives’ mission.
• Responds constructively to change and maintains determination to achieve goals.

SafeLives is committed to providing equal opportunities for all, irrespective of age, disability, race, sex, religion/belief, sexual orientation, gender reassignment, marriage and civil partnership, pregnancy/maternity and working patterns. We are keen to have staff that appropriately represent all the communities we serve as an organisation.

We believe there is no ‘them and us’ in domestic abuse and recognise that applicants may have direct or indirect experience of their own, whether disclosed or not. We are committed to placing lived experience of domestic abuse at the heart of all we do, and colleagues who chose to share their personal expertise can do so openly and with organisational support. If there is any discussion during the recruitment process regarding a candidate's personal experience of domestic abuse, it will be treated confidentially and will not be shared outside of the interview panel/Human Resources.